How to Reset an Employee’s Password in ElderSuite

📝 Overview

An administrator can reset an employee’s password in ElderSuite by giving them a temporary password from their employee record. The employee uses it to sign in, then chooses their own password before ElderSuite opens. The password you hand out gets them back in without becoming their ongoing password.

The reset lives on Employee Information, opened from Manage Employees in the Provider Center. It is separate from changing the account administrator’s own credentials. For that, see What Happens When You Change Your Account Username or Password in ElderSuite.

An employee with a verified email can use Forgot password? on the Sign In window; see How to Verify an Employee’s Email in ElderSuite.

⚙ How It Works

Work From the Employee’s Record

In Manage Employees, Edit or a double-click opens the selected employee in Employee Information. The login fields are on the Manage Permissions tab, under User Login Info. The employee list itself is read-only; the reset is made on the record, not in a list cell.

A Limited Access user needs the Manage Employees permission to reach this area from the Provider Center. For the broader employee and permission workflow, see How to Add Employees and Set Permissions in ElderSuite. The ElderSuite Provider Center Overview explains the surrounding activities.

Generate and Save the Temporary Password

Generate a temporary password fills both Password and Confirm Password and displays the value in a message beginning “The temporary password is:”. Note that value before dismissing the message. Save & Close commits the reset; generating the password alone does not save it. If you close without saving, the employee still has the old password.

After saving, give the employee their user name and temporary password. You can also enter a replacement in Password and Confirm Password yourself. A password saved onto another person’s record is treated as a hand-out password either way: the employee has to replace it at their next sign-in.

The generate link is hidden on the account administrator’s record. Use the account-credential workflow linked above when changing that record rather than looking for a temporary-password link there.

Let the Employee Choose Their Own Password

The employee enters their user name and temporary password on Sign In. Once those are accepted, Choose Your New Password opens before sign-in finishes. The employee enters their choice in New Password, repeats it in Confirm Password, and saves it with Change Password. Both entries must match, and the choice must differ from the temporary password.

If they try to keep the temporary password, the Choose a Different Password message says, “Your new password must be different from the temporary password you signed in with.” Nothing is saved until they choose a different password. When the change succeeds, the window closes and sign-in continues. The administrator is not told the password the employee chose.

Cancel does not skip the requirement. Sign In shows Password Change Required and opens Choose Your New Password again with empty boxes. The employee needs to save their own password before continuing.

If the New Password Cannot Be Saved

A brief connection interruption can cause a pause while ElderSuite retries the save. If it cannot reach the database, the message reads, “Your password could not be changed right now. Please check your Internet connection and try again.” The password is unchanged and the window stays open. Check the connection and use Change Password again.

⚠ Other Open Sessions Will Close

Changing an employee’s password also ends sessions on other computers that are using the old credentials. Within five minutes, the session re-check shows Login Credentials Changed:

The user name or password for this login was changed, so ElderSuite will now close.

Sign in again with the new user name and password.

Those sessions close ElderSuite, and the employee signs in again using the updated credentials. If a network or database problem prevents the re-check from completing, the session stays open until a later successful check finds the change.

🔐 Privacy & Security

The reset is saved to the employee’s record in the ElderSuite database. The employee’s own password choice is also saved there during sign-in, so completing the change requires a working connection. The temporary password is for the handoff; the employee’s replacement is not reported back to the administrator.

💡 Need More Help?

For step-by-step instructions, click Ask Eddie from within ElderSuite.